Admin - Executive Assistant
About The Position
We are seeking a highly skilled and experienced Executive Administrative Assistant to support our leadership team in a fast-paced, dynamic environment. This role requires a polished professional who thrives under pressure, can seamlessly shift priorities, and anticipates needs before they arise. The ideal candidate is proactive, detail-oriented, and operates with a high level of discretion and professionalism. You must be comfortable managing multiple priorities, navigating changing demands, and acting as a trusted partner to leadership. If you are someone who takes initiative, communicates effectively, and brings structure and efficiency to complex environments, we want to hear from you.
Responsibilities
- Answer and direct phone calls, emails, and general inquiries
- Greet visitors and maintain a professional front office environment
- Manage Executive calendars, schedule meetings, and coordinate appointments
- Assist with meeting setup (agendas, materials, notes, follow-ups)
- Prepare and distribute correspondence, memos, and reports
- Maintain organized filing systems (electronic and physical)
- Order and manage office supplies and inventory
- Coordinate office maintenance, vendors, and service requests
- Support company events, training, and team activities
- Coordinate detailed travel arrangements
- Track key projects, deadlines, and deliverables to ensure execution
- Assist Executives by gathering data, conducting research, and summarizing findings
- Assist with certified payroll reporting and compliance tracking
- Review fuel reports and notate any discrepancies
- Track and compile reports (KPIs, project tracking, or metrics)
- Assist with document control and record retention
- Update databases, spreadsheets, and company logs
- Assist with tracking the recruiting system
- Assist with onboarding (new hire paperwork, orientation scheduling)
- Assist with Annual employee file audits and archives
- Prepare documentation for licensing and application processes
- COI – Insurance processing
- Tracking & maintain business licensing renewals
- Assist with project documentation and contract tracking
- Maintain confidentiality of sensitive information
- Demonstrate strong organizational and time-management skills
- Handle multiple priorities in a fast-paced environment
- Provide excellent customer service internally and externally
Benefits
- PTO
- 401(k)
- Medical
- Vision insurance
- Dental insurance
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
